Info for Clubs execs



 

Re-Affiliation

The re-affiliation process is an audit by which the Activities centre verifies that the club has conducted itself fairly and equitably, and that it's financial transactions are legitimate. Both Category 1 Clubs and Category 2 Clubs need to re-affiliate this year, if a club does not submit all documents required, the club will be disaffiliated, or jeopardises eligibility for Union grants and subsidies. The deadline for re-affiliation is October 31 each year, so it is a good idea to start to get some things organised. Below is a list of what is needed:

For Category 1 Clubs

Financial
  • All bank statements, receipt books and cheque books for the previous calendar year.
  • Financial Reports for the previous year (Detailed Income & Expenditure Statement, Petty cash page and Bank Reconciliation).
  • A detailed proposed budget for the coming year.
  • A list of capital items, where applicable.
  • Proof that the UTS Union CEO is authorised to act as sole signatory on your club's bank account (ie. Photocopy of account application/ change of signatory form).

For further assistance consult the Treasurer's Handbook available in the 'Forms' page, or from the Club Development Officer.

Activities

  • A list of proposed activities for the coming year.
  • A list of the previous year's activities.

Contacts

  • An updated executive club contact list.
  • A current membership list, including names, student ID numbers, receipt number of each member, amount paid and a contact for each member, in softcopy and hardcopy.
  • Updated club brochure form (if applicable).

Documents

  • Copy of the minutes from the last AGM.
Remember
  • Clubs may submit a list of new members for second semester by 31 August to add to their function subsidy.

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For Category 2 Clubs:

Contacts
  • An updated executive club contact list.
  • A current membership list, including names, student ID numbers, and a contact for each member, in softcopy and hardcopy
  • Updated club brochure form (if applicable).


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Blurt 7

Blurt 7 is a weekly, pocket-sized magazine produced by the Union. Clubs are also welcome to submit separate advertisements for up-coming events or functions free of charge.

Publications can design your advertisement for upcoming events upon supplying the text and any relevant images. If you decide to use this service, all decisions regarding design will be in the hands of our trusted Graphic Designers.

All clubs are welcome and encouraged to contribute pictures and material about their club. Submissions can be emailed to the Programs Manager. If you have designed your own article or advertisement please email this as a tiff, jpeg or PDF file at a minimum 300dpi. Please note we are unable to print images taken from the web due to their low resolution. Supplying a good quality printout for scanning into Blurt 7 is also acceptable. Deadline is Friday 5pm for the week after's issue.

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GRANTS

Application forms can be found in Forms.

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Functions procedure

When organising a function it is crucial that you follow this procedure:

  • All bookings must be made through the Programs Manager (9514 1502).Bookings are required a week before the function date if catering is required, preferably by the Wednesday before the event. If the function is in the Loft or Gallery Function Centre, book these weeks/months in advance. THE EARLIER YOU MAKE THE BOOKING THE MORE CHANCE OF GETTING THE VENUE YOU WANT!!
  • Final arrangements for all bookings are required the week before the function, that is an arrangement form completed which provides information to Functions of menu items and equipment needed.
  • Final numbers for functions requiring catering are required by 12 noon 5 working days in advance.
  • Subsidy conditions and Club Prices are shown in the Clubs Menu. In each type of catering typical extras are shown. The Programs Manager can ask for a quote from functions if required.
  • If organising a Dinner the RSVP date should be set 7 days in advance to allow time to chase up contacts and get final numbers to Functions in time.
  • Guests need to specify dietary requirements when RSVPing for dinners. The number of vegetarians or special diets must be known at the time of providing final numbers
  • Dinner tables seat 8 people
  • A typical dinner service is ;
    • Arrival eg 7pm
    • Entrée 30 mins later eg 7.30pm
    • Main 30 mins later at least eg 8.pm
    • Dessert 50 mins later at least eg 8.50pm
      (may change if speeches are required during service)


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